Administrative Assistant

An exciting opportunity has arisen within our Corporate Governance team for an Administrative Assistant, providing support to the Director of Corporate Governance/Associate Director of Corporate Governance and Head of Corporate and the wider team.

The post holder should be educated to GCSE Level 4 or above for Maths and English.

Applicants will be required to have at least one years’ administrative experience in a similar role and experience of diary management and of taking notes at meetings.

Candidates must be competent in using Microsoft Office, including word/excel/powerpoint etc. They will also need to have good communication and organisation skills.

We are looking for a friendly and enthusiastic individual who has excellent interpersonal and communication skills with a flexible approach and good work ethic.

Provide administrative support to the team, including creating files, assisting with diary appointments, filing and archiving records. To answer telephone calls and enquiries, Arrange meetings, as requested. To take notes/minutes at meetings, as required. Organise and maintain an efficient and up to-date filing and digital folder system.To be responsible for opening and recording the mail on a daily basis and where necessary, redirecting mail to the appropriate department/team. Undertake any other duties and responsibilities which may reasonably be required. Provide support to the Head of Corporate Governance, Associate Director and Director where required. To assist with the collation and circulation of meeting papers. To assist with identifying and booking meeting venues, arranging catering and setting up meeting rooms and equipment. To assist with raising requisitions for goods and services and processing of invoices using the Integra electronic system. To assist with authorisation of room bookings using the NUH room booking system. To provide support to the Executive Assistants across a range of secretarial and clerical duties. To assist with the effective working of all IT support within the team including shared drives, document sharing and effective use of. To assist with creating and maintaining the intranet pages and communicating the work of the Corporate Governance Team. To assist in the preparation of presentations for Corporate Governance team.

The Corporate Governance team is a relatively small team committed to providing comprehensive and high level advice in respect to the corporate governance agenda. The post holder will work closely with the Executive Assistant to the Chair/Chief Executive and Executive Assistant to the Director of Corporate Governance. Whilst based primarily at Trust Headquarters at the City Hospital campus, the post holder is expected to work across the different campuses when necessary. The team works flexibly, with a mixture of on-site and home working.

Please refer to above, (Main duties of the job), Also Person Specification and Job Description attached